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Apprentice Contracts Administrator

  • Apprenticeship
  • East Midlands
  • NG16 3BF

Website GEA Refrigeration UK

Job Title: Apprentice Contracts Administrator
Apprenticeship Qualification:     Business Admin Level 3
WHO is it with? GEA Refrigeration UK Limited



15 Farrington Way



NG16 3BF

Working Hours: 09:00 to 17:00, Monday to Friday, 30 min lunch break
Weekly Hours: 37.5
Annual Wage: £15,000 – £18,000 dependent on experience
Reporting to: Director

About The Employer:

GEA is one of the largest suppliers for the food and beverage processing industry and a wide range of other process industries. Approximately 18,000 employees in more than 50 countries contribute significantly to GEA’s success.

About the Team:

The role is working for Heating & Refrigeration Solutions Engineering & Execution (known as ll be called Contracts / Project Execution internally) – a team of 26 including Design Engineers, Site Managers, Project Managers and Administration, who are based predominantly in Sittingbourne and Nottingham.

You’ll be joining a busy, hardworking and successful department (2021 budget was 20m, they achieved 40m) can be high pressured with project deadlines, supplier / client requests etc. but with a relaxed, informal attitude – will need to be able to sense when things are busy and there’s a need to step up, head down etc.  Very much a family feel, a lot of people have been here a long time…which can mean when the pressures on or there is an issue then they “argue” like family. Everyone genuinely cares about what they do and the people they work with.

It is part of a much bigger organisation > 150 in GEA Refrigeration UK, 500 in GEA UK overall and 18,000 in GEA Group, globally so plenty of opportunity available.  Equally for someone that wants a consistent role that will keep them busy and interested but without huge aspirations for progression, it can offer that too… whilst it will take time to get settled and pick up all tasks, once they’re in, there will never be a dull day.

About the Role:

The role will work alongside 2 existing Contracts Administrators based in Nottingham.  The role has been created to support our succession plans and expected retirement in the coming years.

The role will be to provide a wide range of administrative support to the Project Execution team including ordering of stationery and PPE, updating internal systems with project, customer and supplier information, raising invoices and POs and creating site manuals.

You will become an integral part of the Project Execution team providing invaluable support that ensures the smooth running of all aspects of the project timeline.  There will also be the opportunity to liaise with the Service Support and Finance teams as part of the role.

And Day to Day? …. You will be Responsible for:

  • Create customers and projects on Microsoft Dynamics (Axapta)
  • Type up handover notes
  • Ensure payment schedule reflects handover notes
  • Raise invoices and purchase orders
  • Input all project variations
  • End of project financial clean up
  • Create current project summary reports
  • Produce monthly margin reports for all current projects
  • Trace and monitor all BOC orders
  • Supply and log Service worksheets
  • Order and log warranty issue parts for all projects and chase credit notes from suppliers
  • Maintain register of ad-hoc tools held by Engineering Manager
  • Ensure payment schedule is invoiced on time
  • Ensure all invoices received against GEA orders are processed and match PO and handle any anomalies
  • Ensure all new sites have appropriate H&S Folder in place
  • Ensure all paperwork/electronic files/documents relating to equipment supplied is kept ready for O&M manuals
  • Liaise with Project Manager to create O&M manuals
  • Ensure staff timesheets are received and logged
  • Maintain Contracts 20 gauges, ensure current calibration is in place
  • Keep a log of all gauges out with engineers
  • Complete final read/tidy up of sales tenders
  • Make travel arrangements and hotel bookings
  • Order all stationery and PPE
  • Order project signage and tape for corporate identity
  • Deal with all emails to the general address
  • General ad hoc admin tasks as requested

About what about YOU?… You will need to HAVE:

  • Confidence when communicating in person, over email and on the phone
  • A willingness to learn
  • Knowledge of Microsoft packages – Excel, Word, PowerPoint etc.

And BE:

  • Unafraid to raise questions, ask for help or ask why!
  • Proactive
  • Organised and methodical
  • Adaptable and able to change direction according to priorities

Minimum Qualifications Required:

  • GCSE – English and Maths (Grade C or above)

And the Long-Term Opportunities?

As with any apprenticeship opportunity – if you prove yourself to be a valuable member of the team there is a strong chance of a permanent post within the business.

Company Benefits:

We offer interesting and challenging tasks, a positive working environment in international teams and opportunities for personal development and growth in a global company, alongside the following benefits;

  • Competitive Salary
  • 25 days holiday (increasing with length of service)
  • Private Healthcare and Digital GP access
  • Employee Assistance Programme
  • Access to Mental Health First Aiders
  • Enhanced Maternity and Paternity Pay
  • Enhanced Company Sick Pay
  • Company Pension
  • Group Income Protection
  • Group Life Assurance 4 x salary
  • GREAT – Reward & Recognition platform, including employee discounts
  • Cycle 2 Work scheme
  • Candidate Referral Scheme
  • GEA Learning Centre
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